EMPLOYEE SPACE INSTRUCTIONS for EMPLOYEES Hurley Medical Center Department of Human Resources Updated 3/1/2016
Table of Contents Table of Contents... i Introduction... 1 Accessing Employee Space... 2 Employee Profile Changes... 3 Change Address... 3 Change Name... 4 Update Talent Profile... 5 Applying for a Position... 6 Search Job Listings... 6 View the Details of a Job Listing... 7 View/Update Profile... 7 Attach a Document... 8 Finish and Submit Your Application... 8 Check the Status of Your Job Applications... 8 Withdrawing a Job Application... 9 Review, Accept or Decline an Offer... 9 i
Introduction This user guide is provided as a reference tool to familiarize employees with the Employee Gateway. It provides how-to instructions for navigating through the new system. These instructions will be updated as changes and enhancements are made to the system. For help assistance, please contact the following: Human Resources (810)262-9140 General Questions Job Applications Data Issues Name and Address Changes Benefits IT Service Center (810)262-9766 Software Access or Login Issues Employee Space Instructions, Page 1
Accessing Employee Space Step-by-step instructions: 1. Click on the OASIS link on the home page of the Hurley Intranet. 2. Log in using your Hurley ID and Password. 3. The Employee Gateway landing page will display. The icons that are currently available are in color. 4. To end the session, log out by clicking the blue logout button under your name in the upper right hand corner of the page. 2
Employee Profile Changes Change Address Step-by-step instructions: 1. From the Employee Space Home page, click on the My Profile icon. The employee s profile appears. 2. Go to the Personal Information page. Using the scroll bar on the right side of the page, scroll down to the middle of the page to the Addresses section. Click the Change Address button. The Request to Change Address form appears. 3. Enter the Effective Date (mm/dd/yyyy). This is the date your address changed. 4. Enter your new Address information. 5. If this is a mailing address, mark the check box for Send Mail To This Address. If this is your place of residence, mark the check box for I Live At This Address. 6. In the Description field, you can type in a brief description such as temporary or primary residence. 7. Enter any Comments relative to the request. 8. When finished, click the OK button. The message Change Address Completed appears in the upper left. You will receive an email acknowledging the request. 9. You can see the request under Pending Address Requests on the Personal Information page. (This will only display once an Add Address or Change Address action request has been submitted.) 10. The request is routed to Human Resources for review. You will receive an email once the request has been approved. 3
Change Name Step-by-step instructions: 1. From the Employee Space Home page, click on the My Profile icon. The employee s profile appears. 2. Click on the Change Name button. If the button does not exist, click the small triangle on the right hand side of the menu bar. You will see a list of actions, then select Change Name. The Request to Change Name form appears. 3. Enter the Effective Date (mm/dd/yyyy). This is the date your name changed. 4. Select the Reason from the drop down list by clicking on the magnifying glass. 5. Enter your change. You only need to enter the changes. Do not enter a Title or Professional Designation. 6. If your Marital Status changed, enter your new status. 7. Enter your Former Name at the bottom. 8. Attach legal proof of your name change in the Attach Supporting Document field. Click the file folder to locate the file on your desktop. 9. Enter any Comments relative to the request. 10. When finished, click the OK button. The message Change Name Completed appears in the upper left. You will receive an email acknowledging the request. 11. You can see the request under Pending Name Changes link on the At a Glance page. (This will only display once an action request has been submitted.) 12. The request is routed to Human Resources for review. You will receive an email once the request has been approved. 4
Update Talent Profile Step-by-step instructions: 1. From the Employee Space Home page, click on the My Profile icon. The employee s profile appears. 2. Click on the Talent Profile link on the left side of the page. The profile page appears on the right that allows you to update your actual employee record. You can add Credentials, Education, Employment History, Achievements and References. Profile changes will update your actual employee record. Education and Credentials are subject to validation by the HR Service Center. Credentials Education Employment History Achievements References A Credential is a license or certificate external to our organization that needs to be renewed on a periodic basis, such as a RN license. Click the Create button to add a new credential. The two required fields are the Credential and Original Credential Date fields. If the Credential or Credential Source is not on the select list, type it in the Other field below. If you want to attach a document, briefly describe the document in the Description field and click the folder in the File Name field to browse, locate and attach the document. Click Save when you are done. The Education section includes your formal education. Click the Create button to add a new degree. The two required fields are Education and Education Specialization. If you do not find your degree or specialization/major or institution in the select lists for these fields, type it in the Other field. Click the Save icon on the menu bar above when you are done. The Employment section includes Previous Employment History and Current Job History. Click the Create button and complete the form to add previous jobs that you have held. Click OK when you are done. To update any job already entered, double click on the job. Achievements can be any honor or personal achievement that you would like Recruiters to be aware of (such as a book or medal). Click Create to add an Achievement and fill out the form. Click Save when you are done. References are people who are willing to provide a reference for you when applying for a position. You need not provide a reference; however, a Recruiter may contact you if a reference is needed. 3. Once updates are made, close the window (or you may need to click on the Back button on your web browser) to return to primary page of the application. 4. Check the Work Preferences box if you want to add preferences to your profile. 5. Click on the blue Next button in the lower right hand corner of the screen to advance to the Resume/CV section of the application. 5
Applying for a Position Employees access job postings from Employee Space. Internal candidates (employees) do not have to register to apply for jobs. Search Job Listings Step-by-step instructions: 1. From the Employee Space Home page, click on the Opportunities icon. The Job Opportunities workspace appears. 2. Open positions are listed in the Available Jobs section. The following search tools are available. You can combine search options to narrow down your search. Keyword Location Category Work Type Job ID To search for listings based on a keyword (for example, Medical), type a keyword in the Keyword field. The system will search for the keywords and for words that are "like" the keyword. To search for job listings based on a location, click on the magnifying glass in the Location field and select the one you are interested in. To search for job listings based on a job category (for example, Allied Health) click the magnifying glass in the Category field and select the one you are interested in. To search for open positions based on a work type (full time or part time), click the magnifying glass in the Work Type field and select the one you are interested in. If you are looking for a specific job that you were told about or that you previously saw, you can type the job ID. This should be the only value you enter in the Search fields. Tip: To find the job ID of any job listing, click the job listing; the job ID is displayed next to the job's name. Clear Click on the Clear button to clear the search options to restore the list to all Available Jobs. 3. You can customize how you want jobs to sort on your workspace. By default, the jobs are sorted by Post Date in ascending order (oldest to newest). Click the select arrow on the Sorting field to select the sorting type (Post Date, Title, etc.) Click the up arrow to sort in ascending order; click the down arrow to sort in descending order. 4. You can customize the number of listings that displays. Change the number of listing displayed on the page by selecting the number of items you want to display in the Records per Page field at the bottom of the page. 5. There are also scrolling options at the bottom of the page to scroll forward (>), backward (<), to the last page of the listings (> ) or back to the first page ( <). 6
View the Details of a Job Listing 1. Double click on the job you are interested in applying for. The job posting information appears. 2. You can print or save the job listing. To print or save it as a PDF, click Actions>Print to File>Print. Close the window (or you may need to click on the Back button on your web browser) to return to the job listing. To save a job listing to your job cart, click the Save To Job Cart button. 3. To apply for a position, select the Apply Now button. An application form appears. View/Update Profile 6. You can update your employee profile while applying for a position. Click on the blue View / Update link in the Profile Review section. The profile page appears that allows you to update your actual employee record for employment history, education, qualifications, and references. Profile changes will update your actual employee record. Education and credentials are subject to validation by the HR Service Center. Employment Education Talent Profile The Employment section includes Previous Employment History and Current Job History. Click the Create button and complete the form to add previous jobs that you have held. Click OK when you are done. To update any job already entered, double click on the job. The Education section includes your formal education. Click the Create button to add a new degree. The two required fields are Education and Education Specialization. If you do not find your degree or specialization/major or institution in the select lists for these fields, type it in the Other field. Click the Save icon on the menu bar above when you are done. A Credential is a license or certificate external to our organization that needs to be renewed on a periodic basis, such as a RN license. Click the Create button to add a new credential. The two required fields are the Credential and Original Credential Date fields. If the Credential or Credential Source is not on the select list, type it in the Other field below. If you want to attach a document, briefly describe the document in the Description field and click the folder in the File Name field to browse, locate and attach the document. Click Save when you are done. References Achievements can be any honor or personal achievement that you would like Recruiters to be aware of (such as a book or medal). Click Create to add an Achievement and fill out the form. Click Save when you are done. References are people who are willing to provide a reference for you when applying for a position. You need not provide a reference; however, a Recruiter may contact you if a reference is needed. 7. Once updates are made, close the window (or you may need to click on the Back button on your web browser) to return to primary page of the application. 7
8. Check the Work Preferences box if you want to add preferences to your profile. 9. Click on the blue Next button in the lower right hand corner of the screen to advance to the Resume/CV section of the application. Attach a Document 1. Click on the Attach button to attach a resume, curriculum vitae, or cover letter. The Add Attachment form appears. 2. Select the Type of Document from the drop down list. Click on the file folder in the Document field to find the file on your desktop. Once the file is selected, double click or select the Open button. Click on the blue OK button. The message, Job Application Document Created appears in the message status bar. Finish and Submit Your Application 1. Click Next to advance to the Questions section of the application. Answer the questions listed, if any. 2. Click Next to advance to the Preferences section. Complete the fields if desired. 3. Click Next to advance to the Acknowledgement section of the application. An electronic signature is required. Please type in your name to sign the application electronically. You cannot continue with the application if you do not complete this form. 4. Click Next to advance to the Summary page. Click on Submit Application. The message Application Submitted appears in the message status bar. 5. You will receive an email confirmation that your application has been received. Check the Status of Your Job Applications 1. As your application is processed, the status changes. You can monitor the status of your application on the My Applications tab. The Status column indicates where your application is in the process. 2. It is likely that you will receive other communications from the Recruiting Team. At the very least, you will be notified of the disposition of your application. 8
Withdrawing a Job Application 1. You may withdraw your application at any time for any reason. Withdrawing one application does not affect any other applications you have submitted, nor does it prevent you from submitting other applications at a later date. 2. In the Employee Gateway, click on the Opportunities icon and My Applications. 3. Highlight the application you want to withdraw, right click and select Withdraw. 4. The status of your application displays as Withdrawn and the information is communicated immediately in Talent Acquisition. Review, Accept or Decline an Offer 1. If you are offered a position, you will receive an email with an offer letter attached, and a notification in OASIS where you can access the offer. 2. To accept or decline the offer, log in to OASIS and go to My Notifications (on the start menu to the right of your name at the top of the page). Double-click to open the notification. The Offer Review page appears. 3. Select the View Offer Letter link if you want to review the offer letter online. The offer letter will open in a separate window. It is the same letter you receive in the offer email. Close the window to return to the Offer Review page. 4. Check either I Accept The Offer or I Decline The Offer. 5. Once you have made your choice, you must click on the Save button on the menu bar. The message Job Application Updated appears in the message status bar. 9